BIBA SCOTLAND EXHIBITORS MANUAL

Transcription

1 BIBA SCOTLAND EXHIBITORS MANUAL Thank yu fr chsing t exhibit at BIBA Sctland Yur supprt enables BIBA t hst this event fr the benefit f brkers in Sctland and is mst appreciated. This manual is designed t help yu prepare fr the day and includes all the infrmatin yu will need t get the mst ut f yur participatin. We hpe that yu will have a successful and enjyable day. If yu require any further infrmatin please dn t hesitate t cntact us. Organisers: Claire Chapman/Nick Chapman The Campaign Partnership Tel: [email protected] Event website: BIBA Lindsay Campbell/Katie Reay BIBA Tel: / [email protected]/[email protected] Venue The event is being held at: Macdnald Inchyra Htel & Spa Grange Rd Near Stirling Falkirk FK2 0YB Tel: Fr travel and further htel infrmatin please visit: PLEASE GO TO t access nline frms and labels etc fr dwnlad 1

2 Schedule Wednesday 4 Nvember 16:00 20:00 Exhibitrs access fr set up Thursday 5 Nvember 07:30 08:45 Exhibitrs access fr set up 08:45 09:30 Registratin and exhibitin pen 09:30 Cnference cmmences 10:45 11:35 Refreshments and netwrking in exhibitin 13:00 14:15 Lunch and netwrking sessin in exhibitin 14:15 Afternn cnference sessins cmmence 14:15 Exhibitrs may cmmence breakdwn 15:20 Cnference clses, delegates depart The exhibitin will clse (and breakdwn will cmmence) when all delegates have left the exhibitin area fr the final afternn cnference sessin. Please nte that all timings are prvisinal. A full prgramme fr the day with detailed timings and cnference sessin infrmatin will be published at Access and set up Exhibitrs may have access t the Inchyra Suite at the Inchyra Htel & Spa t set up displays frm 16:00 n Wednesday 4 Nvember and frm 07:30 n Thursday 5 Nvember. The cnference suite has its wn entrance further n frm the main htel entrance. N special passes are required fr build-up. Please ensure yu are ready fr the exhibitin pening at 08:45 n 5 Nvember. Advance/unaccmpanied curier deliveries t the htel shuld be addressed as belw. We recmmend that yu d nt arrange delivery befre 4 Nvember, as respnsibility cannt be taken fr unaccmpanied items. Rna McGuire Inchyra Htel & Spa Grange Rad Near Stirling Falkirk FK2 0YB 2

3 Please ensure packages are clearly marked with: BIBA Sctland 2015 Yur Cmpany Name Stand Number Cntact Name and Mbile Number fr staff at event Bx (number) f (ttal number) Yu will find an address label t affix t all yur parcels at Please use this t assist us in lcating yur cnsignment when yu arrive. The flrplan at shws the apprximate lcatin f yur display area but please ensure yu reprt t the rganisers n arrival t cnfirm yur psitin befre yu begin t set up. When planning yur display please remember that there is n shell scheme structure supplied at the event and yur space f 3m wide x 1.5m deep will be marked ut n the flr. Please ensure that yu remain within the area indicated. A single curved pp-up stand will wrk best, particularly fr thse exhibitrs lcated in the centre f the rm whse stands will back nt the exhibitr behind. Accmmdatin Bedrms are available at the Inchyra Htel & Spa at a special rate f 110 inc VAT fr bed and breakfast. T bk yur accmmdatin please cntact the reservatins department at the htel n and qute the reference BIBA t receive the BIBA rm rate. This rate is available until 5 Octber 2015, after which nrmal rates will apply. Advertising and prmtinal pprtunities There are varius ways t maximise yur presence at the event. See page 6 fr mre infrmatin n additinal pprtunities. Breakdwn Breakdwn will cmmence when delegates jin the final afternn cnference sessin at 14:15 and exhibitrs will nt be permitted t remve displays befre this time. Please ensure yu take all yur belngings with yu. If yu wish t leave items fr later curier cllectin yu must ntify the rganisers n the day and all must be cllected n 6 Nvember. Neither the rganisers nr the venue can take respnsibility fr items left fr cllectin. If yu are leaving items at the htel fr later cllectin yu MUST affix a cpy f the returns label dwnladable frm t EVERY BOX yu leave s please ensure yu have enugh frms n the day. 3

4 Catering All registered attendees will be served refreshments and lunch during the day If yu wish t serve yur wn refreshments frm yur stand please cntact Rna McGuire at the htel n r [email protected] Please nte that any refreshments served frm yur stand must be purchased frm the venue. Cnference guide Yur exhibitin package includes a 75 wrd cmplimentary entry in the cnference guide distributed at the event. This is yur pprtunity t tell delegates what yu ll be shwing and why they shuld visit yu. Yur entry will als be featured n yur wn persnal cmpany prfile page n the event website. S t benefit frm this publicity please g t as sn as pssible t ensure inclusin. Yu may als include yur cmpany lg in these listings and a link frm yur nline entry t yur wn website fr a charge f 75 + VAT. Cmplimentary delegate invitatin Each exhibiting cmpany will receive a cmplimentary delegate registratin t invite a nn-biba member brker t the event as their guest. This will save nn-biba member delegates the 50 + VAT registratin fee and ffers yu the chance t extend a valuable invitatin t a new r ptential cntact. T register yur guest, g t Cnference sessins Exhibitrs are welcme t attend cnference sessins and a full prgramme fr the day will be published at Delegate list Exhibitrs may request the delegate list and cntact details (subject t data prtectin requirements) frm 26 Octber. Please cntact Katie Reay at BIBA [email protected] Deliveries See instructins under Access and Set-up. Distributin f materials Please nte that distributin r display f any literature r ther materials frm anywhere ther than yur stand is strictly prhibited. Exhibitr badges All exhibitrs must wear the nn-transferable identificatin badges which will be available fr cllectin frm the registratin desk in the htel fyer. 4

5 Exhibitr staff registratin Admissin t the event is by pre-registratin and all exhibitr staff must be pre-registered nline at Yur display package includes tw cmplimentary staff places and places fr additinal staff members are chargeable at 80 + VAT t include all refreshments and lunch. Exhibitr staff are als very welcme t attend the cnference sessins during the day. Please register yur staff by 29 Octber at the latest. Furniture The venue can supply a clthed 4ft trestle table with white clth and chairs if required. Please rder frm the rganisers in advance. Guests and hspitality The event is a great pprtunity t invite yur mst valued brker cntacts t attend as yur guests. Each exhibitr receives a cmplimentary invite t pass nt a nn-biba member brker and exhibitrs may purchase additinal tickets and/r vernight accmmdatin as a perfect hspitality pprtunity. Mre infrmatin is available frm the rganisers. Health & Safety BIBA wuld like t seek the c-peratin f all cncerned t ensure that the event is safe fr all wh attend. We ask yu t pay attentin t the health and safety aspects f yur display and t ensure that suitable measures are taken t limit any risks t yur staff and thers in attendance. Inserts in delegate pack Exhibitrs may insert an item int the delegate pack at a charge f VAT. Please cntact the rganisers as sn as pssible t bk. Internet access Cmplimentary wi-fi is prvided t exhibitrs. Leisure facilities The Inchyra Htel & Spa has full leisure facilities including pl, gym and therapy rms. Online prmtin Each exhibitr will receive a cmplimentary nline prfile n the event website which delegates can use t help plan their day. See mre infrmatin n hw t submit yur entry under Cnference Guide. 5

6 Parking and Unlading There is plentiful free parking at the venue. The exhibitin will take place in the Inchyra Suite which has its wn entrance t the left f the main htel entrance. Pwer All stands will have access t a pwer but please remember t bring yur wn extensin cable and ensure that these are used safely and d nt present a trip hazard. Pre-event prmtin BIBA will prmte the event thrugh PR and direct cmmunicatins but yur assistance will be invaluable t create a real buzz arund the event and encurage new brkers t attend. S please publicise yur participatin as widely as yu can t yur wn brker cntacts and remember that yu have a cmplimentary invite t pass nt a nn-biba member brker. Dn t frget yu can use the event lg in yur newsletters, flyers, brker websites etc. Spnsrship There are a small number f spnsrship pprtunities giving high prfile benefits in the lead-up t and at the event fr a very cst-effective investment. Mre infrmatin is available frm the rganisers. Strage Please try and keep yur stand and the surrunding area tidy t create a safe, pleasant and prfessinal wrking atmsphere. There will be limited strage available at the venue but, where pssible, please stre persnal items, packing materials and spare marketing cllateral in yur car. Travel and venue infrmatin Directins t the Inchyra Htel & Spa can be fund at Twitter BIBA will be tweeting regularly abut the event s please d retweet ur messages and tweet yur wn news abut the event. If yu include the hashtag #bibasctland in yur messages we will be able t display them n the BIBA Sctland website. Websites The event website is Yu will find frms t submit yur prfile entry and register yur staff at The htel website is: 6

7 Prmtinal pprtunities at the BIBA Sctland Cnference Fr mre infrmatin n ways t prmte yur presence at the event please cntact Claire Chapman n , [email protected] Included in yur stand package: 75 wrd prfile in the event guide prfile n the event website access t delegate data fr yur pre-event marketing use f the BIBA Sctland lg n yur wn materials Additinal pprtunities: enhanced listing t include yur lg with yur prfile in the event guide and nline plus a link t yur website frm yur nline prfile page VAT insert in delegate pack VAT advertising in the delegate guide VAT per page Spnsrship: packages t supprt and enhance yur participatin with high prfile branding mre infrmatin available frm the rganisers. 7

8 Maximise yur time at the BIBA Sctland Cnference Nw yu ve made the cmmitment t exhibit the next step is t make sure yu have an effective strategy t make the time yu spend at the BIBA Sctland Cnference as prductive as pssible. With aplgies t seasned exhibitrs, here are a few ideas yu might like t cnsider t help yu maximise the return n yur investment, make new cntacts and win mre business. Befre the event Think abut yur display and what yu actually need t have with yu. The space is suitable fr a standard pp-up system plus yu ll need t be able t display literature and maybe have the capacity t shw nline demnstratins. The venue can supply a clthed trestle table but please avid the temptatin t hide behind this ptential barrier between yu and the delegates! Yu will be much mre apprachable if yu have a small bar type table fr yur literature, and an ipad will take up less space than a laptp. Prmte yur presence at the event t yur existing brker cntacts and encurage them t attend. We can prvide yu with an event lg t use n materials, s and yur website which yu can link t the cnference website. Yu can als request a cpy f the delegate list befrehand t invite attendees t cme and see yu. Dn t frget yu have ne cmplimentary registratin t invite a nn-biba member brker t attend as yur guest. Additinal guests can be invited at 50 + VAT and by paying their registratin fee yu can ffer smething f real value and ensure they spend time with yu during the day. Make sure yu take advantage f all the prmtinal pprtunities prvided by BIBA and send thrugh yur cmplimentary cmpany prfile etc in gd time. If yu can make a special ffer that delegates can take advantage f by visiting yur stand then prmte it here s that they can include a visit t yu in their plan fr the day. There are ther paid-fr pprtunities including inserts, advertising and spnsrship that yu might like t cnsider prviding additinal supprt fr yur presence at a relatively ecnmical price. On the day Make sure yu arrive in gd time t set up ready fr the first delegates arrival. Try t keep t a minimum the amunt f packaging, spare marketing cllateral, persnal items etc that yu have arund yur display fr the mst prfessinal and tidy appearance. There will be a limited amunt f strage available r yu may prefer t return items t yur car and yu can always fetch extra supplies in a quieter mment. Think abut hw yu appear t delegates as they walk arund the rm and try t be as pen and engaging as pssible! Avid sitting dwn behind a table 8

9 fcused n yur smartphne! It is hard smetimes, but a smile and a hell will usually get a respnse and will ften start a cnversatin. Think abut what yu re ging t say and hw t describe what yu d in a cncise and interesting way. Try t listen as well as this helps yu t respnd with a psitive and relevant answer t whatever it is they might be lking fr at the shw. And f curse ask fr a business card s yu can fllw up their enquiry. Give sme cnsideratin t running a cmpetitin r ffering sme hspitality frm yur stand. If yu are ffering smething special we can help yu t prmte it in a spnsred t attendees befre the event. After the shw Fllw up the leads yu made with an straight afterwards and keep in cntact. Let us knw abut yur experience n the day. Yur views will help us t develp the event t suit yur needs. And if yu have any gd news stries abut cntacts made r new business dne we d like t hear them! 9